I’ll take a moment to give you a little background on FM:Systems and how it has become the leading software solution provider in office space management and occupancy management. Our Chairman, Michael Schley, founded FM:Systems in 1984 with the vision of creating a flexible, comprehensive office space management system that could be easily used by facility planners and managers.
To help facilities teams effectively manage even the most demanding building portfolios, FM:Systems created FM:Interact, a Cloud-based Integrated Workplace Management System (IWMS). FM:Interact helps facility and real estate professionals improve the management of their space, occupancy, assets, moves, maintenance, leases and property. FM:Interact has helped organizations reduce operating costs, improve employee productivity and improve facility processes that impact the entire organization. FM:Systems works with a variety of industries including corporate, technology, government, higher education, healthcare and energy and does business throughout the Americas, Africa, Europe and Asia Pacific.
Now that I’ve given you a little background on what FM:Systems does, I’ll get to the topic of this post–our Best Practices for Office Space Management guide.
Introduction of the Best Practices for Office Space Management Guide
Understanding space is a critical component of facility management best practices. It is the foundation for occupancy management as well as move management, strategic planning, room reservations, facility maintenance, real estate management and more. The purpose of the Best Practices for Space Management guide is to share with you the best practices that have been developed in the facility management profession over the past several decades, explain key decisions that organizations must make and discuss current trends in the use of workspace.
The Making of the Best Practices Series
The Office Space Management Best Practice task group is comprised of our Chairman and Founder Michael Schley, VP of Professional Services Robert Davis, along with Scott Richardson, Matt Smyrl, and Terri Hart who are a part of Robert’s team, our Manager of Product Management Paul Wright, VP of Support Bert Dreifuss, and our Applications Engineer team Rob Norin, Audrey Hum, and Hanna Graziano. The layout and graphic design was done by Alana Craichy, our Product Communications Specialist.
Over a three month period, these individuals got together and had “brain dump” sessions to put their expertise on paper and into this best practices document. Michael Schley authored this guide, which is the first of our best practices series.
Benefits of Office Space Management
Space is at the heart of facility management, and effective office space management is key to professional facility management. Understanding the types of spaces within a real estate portfolio and knowing how they are used is essential in a well-managed facility operation
A good space management system will provide three major benefits:
- Efficiency: Reduce real estate expenses by understanding how your space is being used.
- Effectiveness: Use your space better by getting a better fit between workstations and jobs or locating departments better.
- Foundation: Space is the foundation for many other things you want to do in facility management such as move management, maintenance management, scenario planning, real estate and leasing and list goes on–but it all starts with space, without it, you can’t do any of these other things.
10 Things Every Facility Manager Should Know About Space
A good office space management system will provide a facility manager with essential space information for benchmarking against other organizations, planning for future growth, and evaluating a building’s efficiency. Below is a list of the 10 key measures of space that every facility manager should know–to get the full detail, you can download our guide below!
- Total Area
- Capacity
- Occupant Count
- Occupancy Rate
- Vacancy Rate
- Planned Density
- Space Assignment by Occupant
- Vacant Seats
- Space Assignment by Department
- Open Plan/Close Office Percent
This list will help you understand what you should know in space management. In order to be successful at your job, it is critical you know the basics and that you have the vocabulary that people understand.
What’s next?
This is the first blog of our, “Best Practices for Space Management” series. Stay tuned to learn about space inventory data, graphic sources for space inventory, occupant data, how to keep your space data accurate, reporting and metrics, emerging trends in space management and more!
Ready to take your office space management to the next level? Discover how our Space Management Solutions can help you implement these best practices effectively.
Frequently Asked Space Management Questions:
What is office space and environment management?
Office space and environment management involves the physical layout and design of a workplace to enhance employee productivity, comfort, and overall well-being. It includes the strategic use of available space to ensure that the environment supports various work activities, promotes collaboration, and aligns with the company’s culture and operational needs. Effective management also considers factors like lighting, acoustics, and air quality to create a healthier and more efficient workspace.
How do you organize your office space?
To effectively organize your office space, start by assessing your work needs and the functions of each area. Declutter and categorize items by their frequency of use, keeping essential tools and documents within easy reach. Implement ergonomic furniture to improve comfort and productivity, and use storage solutions like shelves, drawers, and filing cabinets to a tidy workspace. Create designated zones for different activities, such as quiet areas for focused work and open spaces for collaboration, ensuring that the layout supports both individual and team tasks.
What is a managed office space?
A managed office space is a fully serviced work environment provided by a third-party company, where all essential services such as furniture, utilities, maintenance, and IT support are included in a single rental package. This type of office is ideal for businesses that want to focus on their core activities without the hassle of managing the day-to-day operational needs of the office. Managed office spaces offer flexibility, with terms that often include access to shared amenities, meeting rooms, and communal areas, making them a convenient option for growing companies.
